Finance & Accounting · Accounts Payable

Business Central Accounts Payable Automation with AI

Capture purchase invoices, match them to orders and route approvals in Dynamics 365 Business Central with AI. Fixed price from €299.

Standard tier

Starting at

€299

Multi-step workflow with AI extraction/decisioning and 2-3 integrations.

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Saves roughly 10-15 hrs per week at 300 invoices a month

How it works

The problem

Business Central gives finance a solid purchasing and payables module, and the invoices still reach it by hand. They come in as emails to several people, get forwarded, printed or saved to a drive, and eventually someone keys them into a purchase invoice. Approvals live in other email threads. Without a clean path from inbox to posted invoice, the payables ledger is always a few days behind reality and month-end accruals are guesswork.

What the automation does

We build the front end that Business Central lacks. Invoices arriving in a shared Microsoft 365 mailbox are read by AI, matched to purchase orders and receipts, and created as purchase invoice drafts through Business Central's APIs. Power Automate handles the approval routing in Teams or email, using your approval limits, and the approver sees the invoice, the order and the match result in one place. Posting stays with your finance team.

How AI does the work

AI handles 2 of the 6 steps in this automation. The other 4 steps are ordinary workflow and integration work, and your team reviews anything the AI isn't sure about.

  • Read the invoice. Header and line data, tax and payment terms are extracted from PDFs and images, whatever the supplier's layout.
  • Match to order and receipt. Each invoice is compared with the purchase order and goods receipt in Business Central, with differences in price or quantity flagged.

Step by step

  1. 01

    Invoice arrives in the mailbox trigger

    Supplier invoices landing in a shared Microsoft 365 mailbox are picked up automatically along with their attachments.

  2. 02

    Read the invoice ai

    Header and line data, tax and payment terms are extracted from PDFs and images, whatever the supplier's layout.

  3. 03

    Match to order and receipt ai

    Each invoice is compared with the purchase order and goods receipt in Business Central, with differences in price or quantity flagged.

  4. 04

    Create purchase invoice draft integration

    A draft purchase invoice is created in Business Central via its API with dimensions and coding suggested from past invoices.

  5. 05

    Route for approval integration

    Power Automate sends the invoice to the right approver based on amount and cost centre, in Teams or email, and records the decision.

  6. 06

    Exceptions and ageing output

    Unmatched invoices and items waiting on approval are listed with how long they have been stuck.

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Inputs

  • Supplier invoices from a mailbox
  • Business Central purchase orders and receipts
  • Approval limits and delegates
  • Vendor and coding history

Outputs

  • Draft purchase invoices
  • Approval decisions
  • Exceptions and ageing report
  • Match audit trail

Works with

Microsoft Dynamics 365 Business CentralMicrosoft Power AutomateMicrosoft 365

Prefer a fully custom build instead of an off-the-shelf integration? We confirm which applies when we confirm your price — most jobs like this one work fine on standard connectors, but higher-volume or non-standard systems sometimes need bespoke API work, reflected in the complex tier.

Where this goes wrong if you get it wrong

  • Business Central environments carry custom fields and extensions, so integration has to be scoped against your own configuration instead of the standard demo company.
  • Approval flows break when people go on holiday, so delegates and escalation rules should be part of the design from the start.
  • Three-way matching only works if goods receipts are posted on time, and the exceptions report will keep flagging late receipts until that habit changes.
  • Licence and API limits depend on your Business Central plan and whether it is cloud or on-premises, so we check connectivity before committing a design.

Frequently asked questions

Does this replace Business Central's built-in features?

No. We use Business Central's APIs and Power Automate and add the invoice reading and matching that sits in front of it.

Does it work with on-premises Business Central?

Often yes, through a gateway or exports. The exact approach depends on how your installation is set up.

Can approvals happen in Teams?

Yes. Approvers can approve or reject from Teams or email, and the decision is written back to Business Central.

Do you handle Dynamics NAV?

Older NAV versions have different interfaces. We scope them separately.

How long does setup take?

A typical build takes three to five weeks from confirmed scope: mapping your configuration, connecting the mailbox, testing on real invoices from your biggest suppliers, then a supervised pilot before switching on routing for everyone.

Relevant industries

Manufacturing

Go deeper

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Get this automation running

From €299. Tell us about your current process and tools, and we'll confirm the scope and a fixed price.

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